POLICIES & PROCEDURES
The following Policies and Procedures are in place to ensure that we can provide you with the best possible service, and so that we can provide consistent service to all of our clients. Arabesque Academy of Dance strives to provide you with a professional and friendly establishment and staff. Please carefully read the following Policies and Procedures to help us maintain that atmosphere.
1) Studio Atmosphere/ Conduct:
We endeavour to maintain a positive and supportive atmosphere within our dance school. We ask that everyone (students and parents alike) be supportive and encouraging of each other. This includes being kind, courteous and respectful of all students, teachers, staff, and parents inside of the school, as well as outside of the school. Disruptive behaviour will not be tolerated and may result in disciplinary action. Parents should support a positive environment by encouraging their children and respecting the studio policies. Any concerns or issues should be addressed privately with the studio directors.
We ask that when in the waiting room, noise is kept to a minimum; as to help reduce distractions when dance classes are in progress. All outdoor shoes MUST be left on the mats in the front lobby area. Dirt, rocks, salt, etc., can be brought in, and subsequently ruins the dance flooring, as well as the dancers clothing and dance shoes.
​2) Registration:
Registration for our Fall Term ends on October 15th. Registration for our Winter Term ends on February 15th.
The parent/guardian who registers the child/children is responsible for the payment of all fees, and any outstanding balances. When there is a division in the family, the responsibility of payment to Arabesque Academy of Dance, lays with the person who has registered the child/ children for classes.
​3) Student Pick-Up/ Drop-Off:
Students should not be dropped off, and left unattended, before the scheduled start time of their class. Please be on time when coming to pick your child up from their dance class. Late pick-ups will result in a childcare fee of $1/ late minute per child, with the exception of cases of emergency. Parents are welcome to wait in the waiting areas.
4) Attendance and Punctuality:
Regular attendance is crucial for progress in dance and numerous absences can affect a student’s progress, as well as other students in the class, since group dances are choreographed each term for the recitals. If a student will be absent, we ask that parents notify the studio in advance by email at info@arabesqueacademy.ca. Excessive absences may result in reassessment of class placement. Students should arrive on time for all classes. If you arrive late, please knock on the door and wait for someone to let you in. If a student arrives more than 10 minutes late, they may be asked to sit and observe the class to avoid disruption or injury.
5) Dress Code:
​Students must adhere to the dress code, and it is mandatory for all students. The dress code for each class is listed on our website. Different classes and age levels vary slightly in attire. At Arabesque Academy of Dance we consider it crucial to follow the listed dress code, as it allows the teachers to clearly observe the student’s alignment, and maintains an age appropriate and professional atmosphere throughout the school. We also ask that no jewelry be worn in class (small stud earrings are fine).
6) Class Placement:
The ages listed for each class serve as a guideline. There may be some circumstances where students are placed in a different level based on previous dance experience/ ability. Students being placed in a class other than the one listed for their age range will be based solely on the discretion of the directors and dance instructors. Not all students progress or develop at the same rate and moving up or down a level will be based solely on the discretion of the directors. In the event that you have registered for a class that will no longer run, you will be issued a full refund, or can transfer payment toward another available class.
​7) Missed Classes/ Make-up Policy:
We understand that circumstances or obligations may arise that cause a dance class to be missed. Unfortunately, missed classes are non-refundable, and we do not issue make-up classes at this time, as each class works on their own unique dance routine each term.
8) Class Cancellation:
In the event of extreme weather conditions, unforeseen circumstances, or circumstances beyond our control, we reserve the right to cancel classes. In the case of inclement weather, there will be a notice posted on our social media pages, and an e-mail will be sent. No refunds will be given for cancelled classes. Makeup classes will be scheduled for class cancellations.
In the event of class cancellation due to an observed Holiday, dancers can makeup their missed class in another class (similar in level, or lower). These makeup classes must be scheduled with a director before attending, and are subject to availability (If Holiday cancellations exceed two per registered term, then class cost has already been adjusted.)
9) Health & Safety Guidelines:
Students should stay home if they are feeling unwell, especially if they have a fever or symptoms of contagious illnesses. Please inform the studio if your child will be absent due to illness. All injuries must be reported to the instructor immediately. An incident report will be completed, and parents will be notified. In case of a serious injury, emergency medical services will be contacted.
Students and parents are expected to follow all safety rules within the studio. No students or parents are to enter either dance studio without the supervision/permission of a director, teacher, or staff member. Students are expected to follow safe movement practices as outlined by their teacher. No tricks are to be attempted or practiced without the teacher’s supervision/ permission.
​10) Class Tuition and Payment Plans:
A $35 non-refundable registration fee is due upon registration. Students returning for a consecutive session, are charged a $20 registration fee. Tuition is due in full by November 15th for the Fall Term, and by May 15th for the Winter Term. A class deposit is also required at the start of each term. The following are the methods of payment that we accept:
1) Payment in full via credit card, e-transfer, or cash
2) Pre-authorized credit card payments, processed monthly on the 15th of each month
For more information on class pricing, please contact the dance school. *Please note: you may only pay via our instalment plan by using pre-authorized credit via Square*
11) Refund, Class Change & Withdrawal Policies:
Refund Policy: A $75 non- refundable deposit is required to hold a dancer's place in a class. All classes are non-refundable once a session has begun. A credit will be given for the remaining balance, minus the $75 non-refundable deposit. An exception may be made in cases of medical emergencies, with a doctor's note. Requests for refunds must be submitted in writing to info@arabesqueacademy.ca. Costume fees are non-refundable after costumes have been ordered. No refunds will be issued after this period. Private lesson fees are refundable with 24-hour notice of cancellation. No refunds will be issued for no-shows or last-minute cancellations. Credits are non-transferable.
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Class Change Policy: A class change fee of $20 will apply if a class change occurs within the same session (ex: switching from jazz to ballet within the Fall Session.) New students will be provided a two week grace period in regards to the class change fee. If a student is taking more than one class and drops a class, the $20 class change fee also applies.
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Withdrawal Policy: To withdraw from a class, please notify the office in writing 14 days in advance. Tuition will be prorated based on the notice period.
12) Late Payments, Declined Payments & Outstanding Fees:
Late payments will be subject to a $10 late fee, automatically applied to that month's payment. Any pre-authorized payment that is declined will be charged a $20.00 administration fee. An alternate form of payment will be required to make up declined payments of any kind. Payments that have been declined and subsequently not paid, will be subject to interest at a rate of 0.05% weekly on those unpaid fees (including costumes).
Any outstanding fees must be paid before being eligible to register for the following session, or before being permitted to participate in the recital. If a pre-authorized payment is declined, the customer will have 48 hours to make their payment, or the remaining balance on class tuition will be due in full. Unfortunately if payments are not received, students will be unable to attend classes until the balance has been cleared.
13) Performances, Recitals and Costumes:
We hold two annual recitals within the dance season. The first performance is in December at the end of the Fall Term, and the second one is in June, at the end of the Winter Term. The performances take place at the Kingston Grand Theatre. Each recital requires parents to purchase tickets, and tickets are purchased through the theatre. The recitals are not mandatory, but you must inform us at the beginning of the term if your child will not be participating. A permission form will be sent out in each term prior to the performance, to confirm participation.
Fall Term Performance: For the Holiday Show, at the end of our Fall Term, we provide rental costumes, that are to be returned to us at the end of the show. The rental fee is $20/ costume. Costumes that are lost and/ or stolen, or returned damaged, will be subject to a $100 +tax replacement fee. Costumes that are not returned by the first day of the following dance term, will be deemed lost and will also be subject to a $100 +tax replacement fee.
Winter Term Performance: For our Year-End Recital, at the end of our Winter Term, costumes are purchased for each class. Costumes are ordered from costume companies, and all costumes must be paid in full before they are ordered.
Costumes & Alterations: The cost of a costume for the year-end show is $110 + applicable taxes/class. Costume fees are non-refundable after the costume has been ordered. Costumes are ordered from a costume company for the Year-End recital therefore, dancer's measurements fit into a range and are not custom made to fit each dancer. The cost associated with costume alterations are the responsibility of the parent.
Video Fee: There is a mandatory $15 +tax video fee per family, for each show. The show is distributed via video link, and is easily shareable with friends and family.
**If you register past the start date of the session, there will be extra costume fee charges to cover the cost of additional shipping, and there is no guarantee that the exact costume will still be available.
14) Costume Payment Due Dates:
Interest will accrue on any accounts not paid by these dates. All tuition must be up to date before receiving costumes.
a) Fall Term costume rental fee is due: October 30th
b) Year End costume fee is due: January 25th
15) Online Classes and/or Forced Closures
In the event of a forced closure of any kind (such as COVID 19), due to circumstances beyond our control, we reserve the right to switch to a virtual format. This means:
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We will do our best to maintain our full schedule (same class day/ time) via an online format. You can opt out of online classes, but will be subject to a $50 withdrawal fee/ child. Any costumes purchased. or ordered , or recital are non-refundable. Any outstanding balances, including but not limited to costume fees and unpaid tuition, are still due. Tuition costs will remain the same when switching to a virtual format.
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COVID-19:
We will follow any and all requirements set forth by the federal and provincial governments to ensure the safety of our staff & students, and adjust our policies as needed.
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*SUBJECT TO CHANGE.